Statewide Digital Imaging & Microfilm Services RFP

The State of Michigan Department of Technology, Management and Budget issued Request for Proposal No. 171-180000001403 for Statewide Digital Imaging & Microfilm Services, seeking a qualified contractor to provide comprehensive microfilm and digital imaging services on an as-needed basis for state agencies and registered MiDEAL local government members. The solicitation encompasses scanning microfilm and paper documents to digital images, creating microfilm backups, performing optical character recognition (OCR), indexing, document preparation, image finishing, barcode recognition, and data entry services. Deliverables include support for multiple file formats (TIFF, JPEG, PDF, PDF/A) with fixed per-unit pricing for deliverables and fixed hourly rates for services such as data entry and document preparation. The contractor must maintain all operations entirely within Michigan, provide pickup and delivery services at no charge for standard deliveries from state agencies, and comply with all state technology standards and security requirements. The RFP timeline included a February 23, 2018 issue date, a March 1, 2018 deadline for bidder questions with answers posted March 6, 2018, a March 16, 2018 proposal submission deadline at 1:00 p.m. Eastern, and an anticipated April 16, 2018 contract start date. Required qualifications include assignment of dedicated Project Manager and Assistant Project Manager for state accounts with availability during 8 a.m. to 5 p.m. EST on business days, comprehensive insurance coverage (Commercial General Liability of $1 million per occurrence, Umbrella Liability of $5 million aggregate, Workers' Compensation, Cyber Liability of $1 million, Crime/Fidelity Insurance of $1 million, and Professional Liability of $3 million), and full liability for any loss, damage, theft, or destruction of state records.

The RFP does not specify set-aside designations or restrictions limiting participation to particular classes of organizations, meaning both for-profit and nonprofit entities appear eligible to respond. Pricing is firm for the entire contract length, with the FY17 baseline showing total costs of $4,070,583.00 across 2,076 jobs for the state and 107 jobs for local entities, providing an indicator of anticipated contract value and scope. Contracts exceeding $500,000 require State Administrative Board approval, suggesting the potential for significant award values. The contractor must pay a 1 percent administrative fee on all contract payments and submit quarterly purchasing activity reports, with all invoices payable within 45 days of receipt via Electronic Fund Transfer. Late deliveries incur penalties of 1 percent of total job cost per day, and invoices submitted more than 30 business days after delivery are subject to a 10 percent penalty. The contract term is initially one year with renewal options for up to two additional one-year periods at the State's discretion, though an addendum indicated the initial term would be five years (June 1, 2018 through May 31, 2023), suggesting modifications to the original RFP timeline and structure.